Job summary
1 x Full time position, 37.5 hrs, 5 days a week
1 x Part time position, 30 hrs, 4 days a week
We are seeking an enthusiastic, hardworking and motivated administrative assistant with excellent communication, organisational, time management and attention to detail skills to join our existing Admin Team to support Treatment Rooms, District Nurses, Phlebotomy and Community Matrons within St Helens and Knowsley Hospital Trust.
The post will be based at St Helens Hospital with a need to be flexible to work at different locations if needed. You will be working in a busy environment and closely with the remainder of the Admin Team.Communication and customer care is key is this team. The post will be varied and a great opportunity to gain new skills and enhance your knowledge and experience by working within varies settings.A flexible approach to day to day tasks is essential, in order to meet the changing demands of the service. Our philosophy is to keep the patient at the heart of everything we do. We look for people who are willing to go the extra mile, not because they are asked to, but because they are committed to being part of a healthcare team that delivers an excellent caring service to our patients.
Main duties of the job
To provide a comprehensive administrative service to staff and patients.
To be confident, competent and efficient working on a computer.
To complete all clinic related and documentation and data input.
Ensure cross cover working where appropriate. A 'Buddy' system is in place to cover colleagues workload when on annual leave etc
To be responsible for own workload on a day to day basis
Act as first point of contact for all telephone and reception enquiries, ensuring that messages are forwarded to the appropriate persons and visitors are welcomed to the department
Provide an effective administrative service to support the team, including photocopying, data inputting and typing
Effective liaison with multi-disciplinary staff/patients/carers/outside agencies, including dealing with appointment/service enquiries. To ensure communication is accurate, sensitive, complex and confidential and accurate information is communicated as and when required
Responsibility, in conjunction with other administrative staff, for arranging clinics, booking appointments and associated data entry including the retrieval and maintenance of patient records
Ensure appropriate records are maintained as directed by Line Manager. In line with Trust Policies and Procedures
Contribute to the producing and sending of appointments and giving appropriate patient information/advice
About us
St Helens and Knowsley Teaching Hospitals NHS Trust is the only acute Trust in Cheshire and Merseyside, and one of the few in the entire country, to achieve the title of OUTSTANDING, rated by the Care Quality Commission.
We provide a full range of acute adult services to our local population of circa 360,000 and provide tertiary services across a much wider area in the North West, North Wales and Isle of Man. We are a Major Trauma Unit and the Mersey Regional Burns Unit.
Our '5 Star Patient Care' strategy is at the heart of all that we do; supporting our vision to provide world class services for all our patients by getting it right for every patient, every time.
Our latest achievements include:
- Acute Trust of the Year - HSJ Awards November 2019
- Trust rates Outstanding by the CQC - Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers and Health Service Journal)
- Best acute Trust in the North West for quality of care (NHS Staff Survey 2021)
- Best place to work in the North West (NHS Staff Survey 2021)
In the NHS Staff Survey 2021 the Trust scored the highest marks in the North West for the following areas;
- Standard of care
- Best place to work
- Care of patients being the Trust's priority
- Staff engagement
- Staff morale
- Compassionate and inclusive
- Providing a safe environment for staff
Job description
Job responsibilities
KEY DUTIES
- To be responsible and accountable for all aspects of own workload and to support other members of the team as they would likewise.
- Effective use of appropriate IT systems
- Act as first point of contact for all telephone and reception enquiries, ensuring that messages are forwarded to the appropriate persons and visitors are welcomed to the department
- Provide an effective administrative service to support the team, including photocopying, data inputting and typing
- Effective liaison with multi-disciplinary staff/patients/carers/outside agencies, including dealing with appointment/service enquiries. To ensure communication is accurate, sensitive, complex and confidential and accurate information is communicated as and when required
- Responsibility, in conjunction with other administrative staff, for arranging clinics, booking appointments and associated data entry including the retrieval and maintenance of patient records
- Ensure appropriate records are maintained as directed by Line Manager. In line with Trust Policies and Procedures
- Contribute to the producing and sending of appointments and giving appropriate patient information/advice
- To register patient referrals for the service on appropriate systems following the service referral pathway
- To contribute to the maintenance of waiting lists, ensuring that appropriate appointments are scheduled / allocated to patients as directed, in line with service procedures by your line manager or clinician
- To work in a flexible manner when cover is required, to support and maintain service delivery
- Contribute to the processing of all incoming and outgoing mail
- Participate in the provision of cover and support and maintain service delivery borough wide
- Participate in serious untoward incident investigations/reviews as required. Support individual's equality, diversity and rights
- Participate in patient and public involvement activities
- Contribute towards service improvement initiatives to enhance quality of patient care
- Provide information and support to service users/carers as appropriate
- Contribute to the continued improvement and quality of the Administration Support Service
- Recognise and respond appropriately to urgent and emergency situations
- Report any concern regarding patient care to line manager
- To take delegated responsibility from the Service Co-Ordinator/Service Manager for specific tasks
- Ensure all mandatory training is up to date.
- Be able to work as part of a team and provide cover when necessary.
- Attend appropriate training, meetings, and education sessions at the request of manager
- To work in a flexible manner in accordance with the Trust Policy.
- Any other duties required by Line Manager
ADMINISTRATIVE RESPONSIBILITIES
- To undertake any other delegated duties as appropriate and commensurate with the contribute to the ordering of stationery supplies and associated procedures
- Contribute to the effective and efficient use of resources
- To undertake any other delegated duties as appropriate and commensurate with the post.
TEACHING & TRAINING RESPONSIBILITIES
- Provide evidence to support development around the Trust Appraisal system or other competency profiles
- Participate in regular supervision, engage in reflective practice and be committed to continued development
- Develop own skills and knowledge and contribute to the development of others.
FINANCIAL RESPONSIBILITY
- All Trust staff will comply with financial processes and procedures
RESEARCH & AUDIT
- Participate in appropriate audit, quality assurance programmes and research as directed.
Job description
Job responsibilities
KEY DUTIES
- To be responsible and accountable for all aspects of own workload and to support other members of the team as they would likewise.
- Effective use of appropriate IT systems
- Act as first point of contact for all telephone and reception enquiries, ensuring that messages are forwarded to the appropriate persons and visitors are welcomed to the department
- Provide an effective administrative service to support the team, including photocopying, data inputting and typing
- Effective liaison with multi-disciplinary staff/patients/carers/outside agencies, including dealing with appointment/service enquiries. To ensure communication is accurate, sensitive, complex and confidential and accurate information is communicated as and when required
- Responsibility, in conjunction with other administrative staff, for arranging clinics, booking appointments and associated data entry including the retrieval and maintenance of patient records
- Ensure appropriate records are maintained as directed by Line Manager. In line with Trust Policies and Procedures
- Contribute to the producing and sending of appointments and giving appropriate patient information/advice
- To register patient referrals for the service on appropriate systems following the service referral pathway
- To contribute to the maintenance of waiting lists, ensuring that appropriate appointments are scheduled / allocated to patients as directed, in line with service procedures by your line manager or clinician
- To work in a flexible manner when cover is required, to support and maintain service delivery
- Contribute to the processing of all incoming and outgoing mail
- Participate in the provision of cover and support and maintain service delivery borough wide
- Participate in serious untoward incident investigations/reviews as required. Support individual's equality, diversity and rights
- Participate in patient and public involvement activities
- Contribute towards service improvement initiatives to enhance quality of patient care
- Provide information and support to service users/carers as appropriate
- Contribute to the continued improvement and quality of the Administration Support Service
- Recognise and respond appropriately to urgent and emergency situations
- Report any concern regarding patient care to line manager
- To take delegated responsibility from the Service Co-Ordinator/Service Manager for specific tasks
- Ensure all mandatory training is up to date.
- Be able to work as part of a team and provide cover when necessary.
- Attend appropriate training, meetings, and education sessions at the request of manager
- To work in a flexible manner in accordance with the Trust Policy.
- Any other duties required by Line Manager
ADMINISTRATIVE RESPONSIBILITIES
- To undertake any other delegated duties as appropriate and commensurate with the contribute to the ordering of stationery supplies and associated procedures
- Contribute to the effective and efficient use of resources
- To undertake any other delegated duties as appropriate and commensurate with the post.
TEACHING & TRAINING RESPONSIBILITIES
- Provide evidence to support development around the Trust Appraisal system or other competency profiles
- Participate in regular supervision, engage in reflective practice and be committed to continued development
- Develop own skills and knowledge and contribute to the development of others.
FINANCIAL RESPONSIBILITY
- All Trust staff will comply with financial processes and procedures
RESEARCH & AUDIT
- Participate in appropriate audit, quality assurance programmes and research as directed.
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent qualification and/or experience
Knowledge & Experience
Essential
- Experience of working in a busy office environment
Desirable
Skills
Essential
- Good IT/computer skills (Microsoft Office and Outlook)
- Accurate keyboarding skills
- Excellent communication skills
- Good knowledge and understanding of confidentiality
- Ability to organise and prioritise own workload
- Good interpersonal skills
- Ability to participate and work within a changing and demanding environment
- Able to deal with sensitive issues with tact and diplomacy
- Able to present factual information and refer questions to others where appropriate
- Ability to work as a member of a team
Other
Essential
- Ability to travel to various locations
- Ability to remain calm under pressure
- Flexible, adaptable approach
- Willingness to train and support new assistant administrators and bank assistant administrators
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent qualification and/or experience
Knowledge & Experience
Essential
- Experience of working in a busy office environment
Desirable
Skills
Essential
- Good IT/computer skills (Microsoft Office and Outlook)
- Accurate keyboarding skills
- Excellent communication skills
- Good knowledge and understanding of confidentiality
- Ability to organise and prioritise own workload
- Good interpersonal skills
- Ability to participate and work within a changing and demanding environment
- Able to deal with sensitive issues with tact and diplomacy
- Able to present factual information and refer questions to others where appropriate
- Ability to work as a member of a team
Other
Essential
- Ability to travel to various locations
- Ability to remain calm under pressure
- Flexible, adaptable approach
- Willingness to train and support new assistant administrators and bank assistant administrators
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
